Pub Health and Safety: The Licensee's Practical Checklist

You did not get into this trade to spend your evenings reading legislation. You got into it because you love pubs, you love people, and you wanted to build something. But here is the uncomfortable truth: if your health and safety is not right, everything else you are building sits on shaky ground.

One visit from an inspector with a clipboard, one accident you cannot account for, one fire exit blocked by a delivery — and you are looking at fines, closure notices, or worse. The good news is that pub health and safety is not complicated. It is just thorough. And once you have a system, it runs itself.

This is not a legal textbook. It is a practical checklist built from running The Anchor in Stanwell Moor as a Greene King tenant. Every item on this list is something I either do myself or have learned the hard way that I should.

Why this matters more than you think

Health and safety failures do not just cost money. They cost reputation. A single serious accident, a failed inspection reported publicly, or a noise complaint that escalates to your licensing committee — any of these can damage the goodwill you have spent years building.

The businesses that get this right are not the ones with the thickest folders. They are the ones with simple, consistent habits. A five-minute check at the start of every shift is worth more than a 50-page policy document gathering dust behind the bar.

Risk assessments: the foundation of everything

If you do nothing else from this article, get your risk assessments written and up to date. They are the single document an inspector will ask for first, and the single document that protects you legally if something goes wrong.

What you need to assess

You need a written risk assessment for every significant hazard in your pub. For most pubs, that means at least these five:

1. Fire. How could a fire start, who is at risk, and what controls are in place. This includes your kitchen extraction, electrical equipment, candles if you use them, and your cellar gas systems.

2. Slips, trips, and falls. Wet floors from spills and weather, uneven surfaces, steps without handrails, trailing cables, and poor lighting in toilets, corridors, and car parks.

3. Manual handling. Cellar work is the big one here — moving casks, kegs, and cases of bottles. But also think about kitchen deliveries, furniture moves for events, and changing barrels.

4. Cellar hazards. Carbon dioxide and nitrogen gas leaks, wet and slippery floors, heavy equipment, and confined spaces. If your cellar alarm goes off, nobody enters until the gas has cleared. No exceptions.

5. Violence and aggression. Dealing with intoxicated customers, ejections, lone working during close-up, and cash handling. This is one people forget, but it is a legal requirement.

How to write them

Keep it simple. For each hazard, write down:

• What the hazard is
• Who might be harmed and how
• What you are already doing to control it
• What else you need to do
• When you will review it

You do not need fancy software. A table in a Word document is fine. What matters is that it exists, it is specific to your pub, and you review it at least once a year — or whenever something changes, like a new piece of equipment or a building alteration.

Common mistakes

The biggest mistake I see is licensees downloading a generic risk assessment template from the internet and filing it without changing a word. Inspectors spot this immediately. Your risk assessment needs to describe your pub, your layout, your equipment, and your staff. If it could apply to any pub in the country, it is not good enough.

Fire safety: exits, extinguishers, and drills

Fire safety in a pub is governed by the Regulatory Reform (Fire Safety) Order 2005. As the responsible person — which is you, the licensee — you are personally liable for compliance.

Your fire safety checklist

Fire exits and escape routes. Every exit must be clearly signed, well lit, and unobstructed at all times. That means no deliveries stacked in front of fire doors, no chairs blocking corridors, and no locks that require a key to open from the inside. Check these at the start of every trading session.

Fire extinguishers. You need the right types in the right places. At minimum, most pubs need water extinguishers for general use, CO2 extinguishers near electrical equipment, and a fire blanket in the kitchen. They must be serviced annually by a qualified engineer, and the service date must be visible on each unit.

Fire alarm system. Test it weekly. Record every test in your fire log book. If you have a monitored system, make sure the monitoring company has your current contact details.

Emergency lighting. It must activate automatically when the mains power fails. Test monthly and have it serviced annually.

Fire drills. Run one at least every six months. Walk every staff member through the evacuation procedure, the assembly point, and their specific responsibilities. New starters should be briefed on their first shift, not their first month.

Fire log book. Keep a dedicated log recording all tests, drills, servicing, and any fire-related incidents. This is the first thing a fire officer will ask to see.

Kitchen-specific fire safety

Your kitchen extraction system is a major fire risk if not maintained. Grease builds up in filters and ductwork and can ignite. Have the extraction system deep cleaned at least every six months — more often if you run a high-volume food operation. Keep a record of every clean.

The suppression system above your fryers and ranges needs annual inspection. If you have an Ansul or similar system, the service engineer should tag it with the inspection date.

Cellar safety

The cellar is statistically the most dangerous area of a pub. It is where you combine heavy lifting, gas systems, wet floors, and steep stairs — often in a confined space with poor ventilation.

Gas safety

Every cellar using CO2 or mixed gas must have a fixed gas detection system with an audible alarm. Test it weekly. If the alarm sounds, evacuate immediately and do not re-enter until the area has been ventilated and tested. CO2 displaces oxygen — you cannot see it or smell it, and it can be fatal.

Post clear signage at the cellar entrance warning of the gas hazard. Make sure every member of staff knows what the alarm sounds like and what to do when they hear it.

Manual handling in the cellar

A full cask weighs over 70kg. A firkin is around 40kg. Even an 11-gallon keg of lager is heavy enough to cause a back injury if lifted incorrectly. Train every staff member who works in the cellar on proper lifting technique, and invest in basic equipment: a cellar trolley, a keg lifter, and non-slip matting on the stairs.

Never let anyone work alone in the cellar during a delivery. Two people minimum.

Cellar cleanliness

A clean cellar is a safe cellar and a profitable one. Beer stored at the wrong temperature or in dirty conditions costs you money in waste and complaints. Keep the floor clean and dry, maintain your cooling system, and clean your beer lines every seven days without fail. For a deeper look at how cellar standards connect to your food hygiene rating, see our guide on how to get and keep a 5-star food hygiene rating.

Glass management

Glassware injuries are one of the most common accidents in pubs — for both staff and customers. A clear glass policy reduces risk and shows your insurer you take it seriously.

Your glass policy should cover

Collection. Glasses should be collected from tables regularly, not left to accumulate. During busy sessions, assign someone specifically to glass collection.

Breakages. When a glass breaks, the area should be cleared immediately. Use a dustpan and brush, never hands. Wet a piece of kitchen roll and press it over the area to pick up small shards that the brush misses.

Polycarbonate. For outdoor areas, late-night sessions, or high-risk events, consider polycarbonate glasses. They are not glamorous, but they eliminate the risk of glass injuries in situations where control is harder.

Storage. Stack glasses safely. Overhead glass racks should be secure and not overloaded. Train staff never to carry more glasses than they can safely manage.

Disposal. Broken glass goes in a dedicated glass bin, never in a general waste bag where someone could cut themselves handling it.

COSHH: chemicals under control

COSHH stands for Control of Substances Hazardous to Health. In a pub, that covers every cleaning chemical, beer line cleaner, cellar gas, and kitchen product that could harm someone if used incorrectly.

What you need

Data sheets. A safety data sheet for every chemical product, filed in a COSHH folder accessible to all staff. Your suppliers must provide these — if they cannot, switch suppliers.

Training. Every staff member who handles chemicals must know what they are using, what the risks are, and what to do if something goes wrong. This includes knowing where the eyewash station is and how to use it.

Storage. Chemicals stored separately from food, in clearly labelled containers, in a secure area. Never decant chemicals into unmarked bottles.

PPE. Gloves, eye protection, and aprons where required. Make sure they are available and that staff actually use them. Beer line cleaner, in particular, is caustic and can cause serious burns.

Accident book and RIDDOR

Every pub must have an accident book. Record every accident, however minor — a staff member cutting their finger, a customer tripping on a step, a slip on a wet floor. Each entry should include the date, time, what happened, who was involved, what first aid was given, and what action you took to prevent it happening again.

When to report to RIDDOR

RIDDOR is the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations. You must report to the HSE if:

• A worker is incapacitated for more than seven consecutive days (not counting the day of the accident)
• A member of the public is taken to hospital as a result of an accident at your premises
• There is a specified dangerous occurrence (major gas leak, structural collapse, etc.)
• A worker suffers a specified injury (fracture, amputation, loss of sight, etc.)

Report online at the HSE website within 15 days for over-seven-day injuries, or within 10 days for other reportable incidents. Failure to report is a criminal offence.

First aid

What you need

A stocked first aid kit. Check it monthly and restock immediately when items are used. A basic workplace kit should include plasters (including blue detectable ones if you serve food), sterile dressings, bandages, safety pins, disposable gloves, eye wash, and antiseptic wipes.

A trained first aider. For most pubs, at least one person on every shift should hold a valid first aid at work certificate. The course takes three days and the certificate lasts three years. Emergency first aid at work (one day) is the minimum.

A visible notice. Display who the first aiders are and where the first aid kit is located. Staff and customers should both be able to find help quickly.

Noise management

Noise complaints are one of the fastest routes to losing your licence conditions or facing a review. If you have neighbours — and most pubs do — you need to manage this proactively, not reactively.

Prevention is everything

Know your licence conditions. Check what hours and volume levels your premises licence permits for regulated entertainment. If you are unsure, your local licensing authority will have the conditions on file.

Sound limiters. If you play live or amplified music, a sound limiter set to an agreed level is your best defence. It provides objective evidence that you are controlling noise output.

Building fabric. Close windows and doors during entertainment. If your pub has thin walls or adjoining residential properties, consider acoustic treatment — even basic measures like heavy curtains and sealing gaps around doors make a measurable difference.

Speaker placement. Point speakers away from neighbouring properties. Bass travels through walls, so keep subwoofers off shared walls and raised off the floor.

Outdoor areas. Set clear closing times for gardens and terraces. Brief staff to manage noise levels outside, especially during summer when windows are open and customers linger. Signage asking customers to respect neighbours is standard practice.

If you receive a complaint

Do not ignore it. Respond promptly, show that you take it seriously, and document everything you do. For detailed guidance on handling noise complaints and protecting your licence, see our pub licensing guide.

Outdoor areas and beer gardens

If you have an outdoor space, it needs its own risk assessment covering:

• Uneven surfaces and trip hazards. Paving slabs that have shifted, tree roots lifting paths, and poorly lit steps.
• Furniture stability. Wobbly tables and chairs cause injuries. Check them regularly and retire anything unsafe.
• Parasols and gazebos. Secure them properly. A parasol caught by wind is a projectile. Weighted bases, not sand-filled ones that dry out and lighten.
• Boundary safety. If your garden borders a road, car park, or water feature, ensure barriers are adequate, especially if families use the space.
• Smoking areas. Must be at least partially uncovered to comply with the smoking ban. Provide proper ash bins to reduce fire risk from discarded cigarettes.

How to prepare for an inspection

Inspections from environmental health, fire safety, or HSE officers are not announced in most cases. The best preparation is not scrambling before a visit — it is maintaining standards every day.

Your inspection-ready folder

Keep a single folder (physical or digital) containing:

• All risk assessments, dated and signed
• Fire log book with drill records, alarm tests, and extinguisher service dates
• COSHH data sheets
• Accident book (or access to it)
• Employers liability insurance certificate
• Food hygiene records (if applicable — see our food hygiene rating guide)
• Training records for staff (first aid, food hygiene, fire safety, manual handling)
• Gas safety certificates for cellar systems
• Electrical installation certificate (EICR)
• PAT testing records for portable appliances

When an inspector arrives, hand them this folder. It shows you are organised, proactive, and serious about compliance. That sets the tone for the entire visit.

During the inspection

Be cooperative and honest. If they identify a problem, acknowledge it and ask for their recommendation. Most inspectors are reasonable and would rather help you fix an issue than issue a notice. Take notes during the visit and ask for a written summary of any findings.

If you are given an improvement notice, prioritise it. Meet the deadline. Document what you did. Follow up to confirm the inspector is satisfied.

Your review cycle: weekly, monthly, and annual

Health and safety is not a one-off exercise. Build these checks into your routine and they become second nature.

Weekly checks

• Fire alarm test (record in log book)
• Emergency lighting visual check
• Fire exits clear and unobstructed
• First aid kit stocked
• Cellar gas alarm test
• Beer lines cleaned
• Outdoor area walkthrough for hazards

Monthly checks

• Full fire safety walkthrough (exits, signs, extinguishers, escape routes)
• First aid kit formal audit and restock
• Accident book review — look for patterns
• COSHH folder check — any new products need data sheets
• Outdoor furniture condition check
• Staff training records review — anyone due for renewal?

Annual checks

• All risk assessments reviewed and updated
• Fire extinguisher servicing
• Emergency lighting full discharge test
• Electrical installation inspection (EICR — every five years, but check annually)
• PAT testing for portable appliances
• Gas safety certificate renewal
• Kitchen extraction deep clean (every six months minimum)
• Insurance policies reviewed and renewed
• Fire drill schedule confirmed for the coming year

Employers liability and the health and safety law poster

Two quick legal requirements that are easy to overlook:

Employers liability insurance. If you have any staff — even one — you must have employers liability insurance of at least five million pounds. The certificate must be displayed where employees can see it. Failure to have this insurance is a criminal offence with fines of up to 2,500 pounds per day.

Health and safety law poster. You must display the HSE approved poster in a place where all employees can read it, or provide each employee with a pocket card. The poster must include the name and contact details of your competent person for health and safety. For most pubs, that is you.

Making it stick: building a safety culture

The difference between a compliant pub and a truly safe pub is culture. Compliance is ticking boxes. Culture is your team instinctively picking up a broken glass, mopping a spill without being asked, and flagging a loose handrail before someone falls.

Build that culture by:

• Leading from the front. If you walk past a hazard, your team will too.
• Making it part of every induction. Every new starter gets a health and safety briefing on day one. Not day seven, not when you get around to it.
• Encouraging reporting. Staff should feel comfortable flagging issues without fear of being seen as difficult. A near-miss reported today prevents an accident tomorrow.
• Reviewing incidents properly. When something does go wrong, investigate it, fix the root cause, and share the learning. Do not just patch it and move on.

For more on how compliance fits into the bigger picture of running a well-managed pub, our pub insurance guide covers what your insurer expects you to have in place — and where gaps in your safety systems could leave you exposed.

The bottom line

Pub health and safety is not glamorous. Nobody got into this industry because they were passionate about COSHH folders and fire log books. But getting this right protects your business, your staff, your customers, and your licence.

The checklist in this article covers everything most pubs need. Print it, work through it, and build the weekly and monthly checks into your routine. Once the system is in place, it takes minutes, not hours. And when that inspector walks through your door unannounced, you will hand them your folder, offer them a cup of tea, and know that everything is in order.

If you want a fresh pair of eyes on your pub's compliance and operations, book a Growth Fix with Orange Jelly. We will walk your site, review your documentation, and give you a clear action plan — the same practical approach I use at The Anchor every day.